Updated Microsoft Word Tips

Protect a document with a password

You can control access to a document by implementing a password for it. Passwords are case-sensitive and can be a maximum of 15 characters long. Create a strong password, ideally one that you can easily remember. But in case you might forget, you should also keep a copy of it in a safe place. 

If you lose or forget your document password, Word won’t be able to recover it for you.

It may be possible for your IT admins to help with password recovery, but only if they had implemented the DocRecrypt tool before you created the document password. 

To Protect a document:
 Go to File > Info > Protect Document > Encrypt with Password.

  1. Type a password, press OK, type it again and press OK to confirm it.
  2. Save the file to make sure the password takes effect. 

More Cool tips in Word for Windows

Translate text

  • Translate a whole document
    • Select Review > Translate > Translate Document.
    • Select the language to translate to.
    • Select Translate.
  • Translate selected text
    • In your document, highlight the text you want to translate.
    • Select Review > Translate > Translate Selection.
    • Select you language to see the translation.
    • Select Insert. The translated text will replace the text you originally highlighted.

Dictate your document

Don’t want to type? Dictate your words into the document instead.  (Microphone required)

  1. Select Home > Dictate.
  2. Start talking. As you talk, text appears on your screen. Insert punctuation by saying the name of the punctuation mark you want to add.
  3. Select Dictate to stop the dictation.

Insert a table of contents

Create a table of contents based on your document headings.

  1. Select References > Table of Contents, and then select the table of contents you want.
  2. If you need to make changes in your document that affect the table of contents:
    1. Select the table of contents.
    1. Select References > Table of Contents, and then select Update Table.

Zoom in or out quickly to save eye strain.

Some people prefer to work up to 150% in a Word window, while others like to eliminate the need to zoom right up to 75% and scroll up or down to see the document in its entirety. Anyhow, use the Window> Zoom button, (Flag key and the Plus / Minus sign keys), to choose the settings that work best for you – or look for the “100%” tab with the slider on the bottom right of the document to easily zoom in or out.

Copy, paste and cut with keyboard shortcuts.

Ask anyone who knows these shortcuts – Ctrl + C to copy, Ctrl + V to paste, and Ctrl + X to cut – and they will testify to their critical time nature. Master these three basic commands first and you’ll find yourself zooming through document creation at astonishing speed.

Delete the entire word at once.

This is an easy method you may not know about: Instead of gently peeping on the keyboard to delete text, or after pressing backspace to eliminate words or entire sentences, press Ctrl + Backspace to Press after the word by which you want to delete a word, one at a time, making a difficult task easier.

Find any word you want quickly and easily.

To navigate the Find command to use your mouse, click Ctrl + F to either open the window in earlier versions of Word, or find the cursor in the Documents menu that appears in the toolbar automatically in new documents.

 Insert the Current Page Number

Shortcut: Alt + Shift + P

This shortcut is useful when you need to quickly add page numbers to a Word document. It automatically inserts the current page number, and updates it as you add or remove pages from the document.

Return to the Last Edit Location

Shortcut: Ctrl + Shift + F5

This shortcut can be useful when working on a long MS Word document with multiple sections. It allows you to quickly return to the last edit location, saving time by avoiding scrolling through the document to find your previous location.